7 – Daily Planning and Using RESUMate While You’re on the Phone

Introduction

It’s good to start each day with a plan, but there’s a trade-off: time spent planning reduces the time available for recruiting and marketing.  RESUMate’s Daily Planner reduces the time required to make a comprehensive daily plan to a single click.

Here are three components of a good daily plan for a recruiter:

  • A list of promised phone calls covering the next 7 days
  • A list of planned calls, such as follow up calls, recruiting calls, and marketing calls
  • A list of all active search assignments and the people interviewing for those jobs (a “pipeline” summary)

With the RESUMate Pro version, the time needed to create a complete daily plan, one that includes all of the items listed above, is reduced to zero. All of the data needed to create this plan is being captured “on the fly,” in the normal course of using RESUMate each day.  A single click extracts all of this data from the candidate, client, job order, and job order activity screens, and presents it in an easy-to-read Daily Planner format.

Table of Contents

1. The Components of a Daily Plan

1.1 - The Core Components of a Daily Plan
1.2 – Daily Planner: Status View
1.3 – Daily Planner: Calendar View
1.4 – The Benefits of Using the Daily Planner

2. How RESUMate Creates Your Plan Automatically

2.1 - Using the RESUMate Calendar to Schedule Call Backs
2.2 - Listing Planned Calls With Date Fields (recruiting, marketing, follow up)
2.3 - Activity Status and Important Dates on the Job Order Activity Window
2.4 - Assigning Jobs and Job Orders to a Specific Recruiter

3. Customizing the Daily Planner

3.1 - Daily Planner General Settings
3.2 - Tracking Dates on the Daily Planner
3.3 - Status View Options
3.4 - Calendar View Options
3.5 - Tips on Customizing Your Daily Planner

NOTE: Using RESUMate While You’re on the Phone

Time to get on the phone? Everything you could possibly need for the call is on your screen.

When speaking to a candidate, you’ll see:

  • The text of the resume
  • Notes from past phone calls
  • All e-mails to and from this person (requires Outlook)
  • Any job on which this candidate is currently in the interview process
  • All jobs on which this candidate has ever been submitted in the past
  • An interview fill-in form that insures every important topic has been raised and documented in a single phone call.
  • An on-screen checklist to make sure all new records added to the database meet your individual quality standards.
  • A direct link to this person’s LinkedIn Profile
  • A direct link to this person’s Google map location, usually with a street view.

 

 

 

When speaking to a hiring manager, you’ll see:

  • Interview details for every candidate whose resume you have recently e-mailed to this person
  • Interview details for every candidate whose resume you have ever e-mailed to this person
  • Complete details for every job you are actively working on with this person
  • Complete details for every job you have ever worked on with this person.
  • Notes from past phone calls
  • All of your e-mail traffic to and from this person (requires Outlook)
  • A direct link to this person’s LinkedIn profile

1. The Components of a Daily Plan

1.1 - The Core Components of a Daily Plan – There are four main components of a Daily Plan in RESUMate:

  1. Promised Call Backs – Whether you tell someone you’re going to call them tomorrow, next week, or six months from now, RESUMate can automatically remind you when it’s time to start dialing.
  2. Planned Calls – Call lists are a part of every recruiter’s day. In RESUMate, a search can quickly identify people who need to be called for marketing, recruiting or follow up purposes.
  3. Summaries of Active Jobs and Active Candidates (A “Pipeline” Report) – This is possibly the most important data a recruiter needs to know: which candidates and jobs are currently “in play”. The list allows you to focus your attention on jobs and candidates that are at important milestones of the recruiting process (e.g. interviews, offers, and acceptances).
  4. A 30-Day “Look Ahead” – It’s useful to be able to see what’s coming up in the month ahead for all of the activity listed above: planned calls, promised call backs, upcoming interviews, plus expected offers, acceptances and start dates.

The normal day-to-day use of RESUMate automatically collects all of this data into the Daily Planner screen. No extra time on your part is required to create the plan.

1.2 – Daily Planner: Status View - The Daily Planner can be viewed in two different formats, the "Status View" and the "Calendar View". The Status View will display a brief summary of your upcoming calendar items as well as links to any records that you've designated as active:

7 - Daily Planner

The blue column on the left displays the “promised call backs”.  Clicking on an individual item will open the RESUMate calendar displaying the details of the call.

Both the “Job records” section and the “Job Order Activity” section display your “pipeline” summary.  All active records will be listed, including the contact information for the candidates and hiring managers.  These are the records that need your focus and attention today.

“Planned Calls” are displayed in separate lists for each record type in RESUMate (e.g. Candidates are in dark blue, Clients are in light blue).

1.3 – Daily Planner: Calendar View – The Calendar View displays the exact same data as the Status View.  But instead of breaking out calls and activity into different sections of the screen, the Calendar View displays everything together as a day-by-day list.

7 - Daily Planner (Calendar)

 

The Calendar View can display up to 30 days of upcoming calls, call backs, and job order activity.

 

1.4 – The Benefits of Using the Daily Planner – Having a plan at the beginning of a day is generally better than not having a plan.  Knowing the calls that you need to make today isn’t something you want to leave until after you’ve gotten your coffee each morning, and working from a plan means important items don’t get lost in the shuffle of your day.

 

It used to be that making a plan took time.  But in RESUMate, your plan is automatically generated for you each morning.  The next section of this document explains how ordinary day-to-day use of RESUMate creates that plan.

2. How RESUMate Creates Your Plan Automatically

The Daily Planner screen doesn't allow you to create records or even save changes to existing records.  Rather the Daily Planner is just a way of viewing the data that you've already entered elsewhere.  This section will describe how your actions elsewhere in RESUMate show up on the Daily Planner.

2.1 - Using the RESUMate Calendar to Schedule Call Backs - The RESUMate Calendar is basically a reminder system.  Set a calendar item for a specific date and time, and RESUMate will pop-up and remind you when that time comes.  For the Daily Planner, any reminders you set for a specific date will be displayed on that date in both the Status View and Calendar View.

When you're on the main RESUMate record screen, the "Calendar Items" tab will appear in the top-middle of the screen, right next to the "Date Fields" tab.

7 - Calendar Items

When you're on a record, only calendar items linked to that specific record will be displayed.  To create a new calendar item, simply click the "New" button.

7 - Calendar Item

The "Calendar Item" window will open.  You can set the date for your Calendar Item with the pulldown menu at the top.

The "Type" pulldown menu allows you to select what kind of action you need to take.

The "Schedule" and "To Do" options change how the item is stored in the Calendar.  "Schedule" items are assigned a date and a time, both of which will be displayed on the Daily Planner.  "To Do" items are assigned a date and a priority, both of which will be displayed on the Daily Planner.

The "Item Detail" text box allows you to store a short note about this particular item.

Finally, there are the "Links".  By default, a calendar item is linked to the record from which it was created.  Typically, this is all you need.  However, you can add additional links to other records if you choose.

Once your Calendar Item is complete, click the "Save" button in the upper right.  That item will now appear on your Daily Planner.  On the Status View screen it will appear in the left hand column; on the Calendar View, it simply appears on the date for which it is assigned.

2.2 - Listing Planned Calls With Date Fields (recruiting, marketing, follow up) - Calendar Items are useful for specific actions and reminders.  For example, reminding yourself to follow up on a specific conversation or topic.  However, there are also times when you need to call multiple people about the same topic.  For example, you may need to schedule simple recruiting calls for a group of candidates.  In this case, creating individual Calendar Items for each person is redundant and time consuming.

7 - BulkDateIcon1The Daily Planner, of course, displays more than just Calendar Items.  It can also look at the Date Fields in your database, and the Date Fields can be assigned to groups of records in a single action.  Whether you have identified a selection of records by running a Search or through assigning them to a Group, you can bulk assign a date to them by clicking the Date Assign icon on the left hand side of the screen.

7 - Bulk Date Set1

Simply select the Date Field you wish to assign (Recruiting Call in the example above) and select the date with the pulldown menu (06/25/2014).  Once you're Date Field is selected and the correct date entered, simply click the Begin button.  Every record in that window will then have that date filled into that Date Field.

Assuming that Date Field is selected as a "Tracking Date" (more on this in Section 3 of this document), every record with a date in that field will appear on the Daily Planner.  On the Status View, each record will appear on the right hand side in the appropriate window (dark blue for Candidates, Light Green for Job Order Activity, etc.).  On the Calendar View, each record will appear on the date that has been set in the Date Field.

Of course, you do not need to assign dates to multiple records at once.  You can also simply click the Date Field on an individual record and simply fill in a single date.

7 - Date Fields Filled

Whether the Date Field is filled individually or in bulk, if that Date Field is listed as a "Tracking Date", the record will appear on the Daily Planner.

2.3 – Marking Job Order and Job Order Activity Records Active or Inactive - Every Job Order and Job Order Activity record contains two radio buttons:

7 - RadioButtons

To make a record Active or Inactive, simply click the button you want.

When you finish with a Job Order record and mark it "Inactive", RESUMate will ask if you would also like to set all of the remaining Job Order Activity records to "Inactive" as well:

7 - Inactivate Job Order

This saves you the time of individually marking each Job Order Activity record "Inactive" after a Job Order has been completed.

2.4 - Assigning Jobs and Job Orders to a Specific Recruiter - RESUMate allows you to set a specific person in your office to each record.  On each Job and Job Order record, there is a "Recruiter" field in the upper right:

7 - Recruiter Field Job Order

To set a recruiter, simply click the "Set" button, and a list of current recruiters initials will appear.  (The list of recruiter's initials can be modified in the File | Database | Tools | Recruiter Maintenance window.)

Assigning a Job Order or a Job Order Activity to a specific recruiter allows the Daily Planner to display a list of only Job Order records and Job Order Activity records that are assigned to that recruiter instead of displaying all Job Order and Job Order Activity records.  If you are working in an office with multiple recruiters, this can keep each individual's Daily Planner screen uncluttered and free from records for which they are not responsible.  Setting the Daily Planner to only display records assigned to a specific recruiter is covered in the "Customize Screen" in the next section of this document.

2.5 - Using RESUMate to Populate the Daily Planner - The Daily Planner looks at three pieces of information in RESUMate:

  1. Calendar Items
  2. Date Fields
  3. Activity Status

Making use of each of these is part of the normal, day-to-day operation of RESUMate.  Calendar Items serve as useful reminders.  Date Fields tell you when things have happened or should happen for a specific record.  And the Activity Status denotes whether a Job Order or Job Order Activity record is currently open or if it's part of your business history.

The Daily Planner makes use of each one so that the information you enter becomes useful beyond simply the record on which it was entered.  For example, it's nice to be able to see an upcoming reminder when you are on a Candidate's record.  But it's better and more useful to be able to see ALL of the upcoming reminders in your system.

The next section of this document explains how you can customize the Daily Planner to show only the information that is important to you.  But when customizing, it is important to always remember that the information the Daily Planner displays comes from the records in your database.  If you don't store important information on your RESUMate database records, the Daily Planner has nothing to display and can't do your planning for you.

3. Customizing the Daily Planner

Because RESUMate is a very customizable program that allows you to store important information in different places depending on your own personal preferences, the Daily Planner must also be very customizable.  When customizing RESUMate (by changing Date and Text Field names, for example), you're changing where and how certain data is stored.  Customizing the Daily Planner doesn't change where or how data is stored, it changes where the Daily Planner looks for that data.

You can customized the Daily Planner by clicking the "Customize" button on the Daily Planner itself.  When you do, the customization window will open:

7 - Customize General

The Customize Daily Planner window has four tabs: General, Tracking Dates, Status View, and Calendar View.

3.1 - Daily Planner General Settings - The "General" tab has two options on it.

The "Opening view" pulldown menu simply changes which screen the Daily Planner will display by default.  Setting it to "Status" will display the Status View first; setting it to "Calendar" will display the Calendar View first; and setting it to "Last Open" will display whichever one you had open the last time you used the Daily Planner.

The "Recruiter" box controls whether or not the Daily Planner will filter results based on the "Recruiter" field described in section 2.4 of this document.  If the "Filer by Recruiter" checkbox is checked, only records marked with a specific recruiter will be displayed on the Daily Planner.  You can select which recruiter (or recruiters) you wish to include with the checklist below.

3.2 - Setting Up Tracking Dates - RESUMate has a lot of Date Fields, and you don't want all of them showing up on the Daily Planner.  The "Tracking Dates" tab allows you to tell the Daily Planner which Date Fields you want it to use.

7 - Customize Tracking Dates

The screen is divided according to record type.  Any Date Field that is checked will be used by the Daily Planner.  Any field that is not checked will be ignored by the Daily Planner.

NOTE: The Text Fields are listed here as well because properly formatted dates can be stored in Text Fields.  Since formatting in Text Fields can be tricky and typos can lead to missed reminders, we don't recommend storing dates there, but the option is available.

3.3 - Status View Options - The Status View is the more complex of the Daily Planner screens, so it has the most options to customize:

7 - Customize Status

Schedule & To Do Section - This box controls the blue column on the left hand side of the Status View where Calendar Items are stored (see section 2.1 of this document).  If you uncheck the "Include Section" box, that column will not appear on the Status View.

The "Schedule Start Date" pulldown controls which day comes first.  "Today" will always have today's date at the top.  "Yesterday" will put the day before at the top.  Selecting "Monday" or "Sunday" will set the top date as the most recent Monday or Sunday, making the calendar change only once per week.

The "Days To Include" slider simply tells the Daily Planner how many days to include.

Active Job Section - The "Include section" checkbox works the same way as on the Schedule & To Do section.  If that box is checked, Active Job Order records will be included in the Daily Planner.  If it is not checked, Active Job Order records will not be displayed.

The "Date Field" pulldown menu allows you to select which Date Field in the Job Order record will be displayed in the Job Order column of the Status View.  Typically this is used to indicate the date the record was created.

Active Job Order Activity Section - This section controls how the Daily Planner uses Job Order Activity records marked "Active". With the "Include section" box checked, Job Order Activity records marked "Active" will be included on the Daily Planner.

With the "Only include records with valid dates" box checked, only active Job Order Activity records that have a date that falls within the current date ranges (set in "Days to Include") will be included. With the "Only include records with valid dates" box unchecked, all active Job Order Activity records will be included.

Records With Active Dates Section - Each checkbox corresponds to a record type.  If the box is unchecked, no records of that type will appear in the Daily Planner.  If the box is checked, records with Tracking Dates will appear.

Days to Include Section - Tracking Dates must fall within a certain date range before and after today's date.  The three slider bars control how many days are examined for Tracking Dates.

The Prior Activity slider controls how many days into the past, counting from yesterday, will be included in the Prior Activity column. The minimum number is zero, which would cause the Prior Activity column to be blank. A setting of 1, will include yesterday only. A setting of 2, will include yesterday and the day before yesterday, etc.

The Current Activity slider controls how many days, including today and continuing into the future, will be included in the Current Activity column. The minimum setting is 1, which will include only dates from today. A setting of 2 will include dates from today and tomorrow. A setting of 3 will include dates from today, tomorrow, and the day after tomorrow, etc.

The Future Activity slider controls how many days will be included in the Future Activity column, beginning with the date after the last possible date that can appear in the Current Activity column. Future Activity begins at whatever date Current Activity ends. For example, if Current Activity is set to 7 days and Future Activity is set to 14 days, then dates from today to 7 days in the future will be included in Current Activity and dates 8 days in the future to dates 21 days in the future will be included on Future Activity.

3.4 - Calendar View Options - Compared to the Status View, the Calendar View is very simple:

7 - Customize Calendar

The "Start View On" pulldown allows you to select which date is used at the top of the Calendar View.  You can select "Today" or "Yesterday", or you can select "Monday" or "Sunday", in which case the view will only change dates once per week.

"Days to include" just determines how many days the Calendar View will display.  The minimum is 1, the maximum is 31.

3.5 - Tips on Customizing Your Daily Planner - The Daily Planner is set with very simple default values that should work well for most recruiters to start.  However, if you find you want your calendar to include more days, or that you want to assign a new Tracking Date, you'll need to use the Customize screen.  Given it's many options, it can be a little daunting at first, but remember that anything you change can always be changed back.

The best advice for customizing, though, is simple: you don't need to include everything.  The Daily Planner is a tool designed to highlight only the most important information and records in your database.  It's best not to clutter it with dozens of Tracking Dates or active records.  Just include the things to really need, and the Daily Planner will become a vital, day in, day out tool.